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Public Works Minutes 2003 01-27-03 i Page 1 of 10 UNITED CITY OF YORKVILLE APPROVED WITH CORRECTIONS PUBLIC WORKS COMMITTEE MEETING (� 3 . �{• a3 MONDAY, JANUARY 27, 2003 6 :30 P.M. i In Attendance: Alderman Kot Alderman Richard Sticka Alderman Joe Besco Public Works Director Eric Dhuse City Engineer Joe Wywrot i Guests : Resident Sandra Partin APPROVAL/CORRECTIONS OF MINUTES . None NEW BUSINESS . Sunflower Estates Unit 3 — Bond Reduction #1 City Engineer Joe Wywrot stated that this was a standard bond reduction from Inland. He said that they have the roads built now and that they are changing the reduction amount from 25 % to 15 % . They have all but agreed with the developer' s request, but Com Ed hasn't put in utilities yet. Without the poles up there is no cable . He said he is recommending a reduction of $4345407 . 83 . I This item will go to COW on February 4, 2003 and then it will go to consent agenda on February 11 , 2003 . i Yorkville Business Center Units 1 , 21 & 3 — Letter of Credit Reduction Mr. Wywrot stated that he did not recommend reduction for Unit 1 because the project is not yet built. He said that he is recommending some minor reductions for Unit 2 . He said that the City ended up losing thousands of dollars in Administration' s fees. The City approved a very inadequate estimate of cost early because Inland told the City that C & J Insulation was threatening to move out of town and that they needed to have the plat quickly approved. The former Administrator at that time took Siebert' s cost estimate of $ 162,655 and bumped it up 15 % . The final estimate was 5 times higher. The Administration fee is based on the letter of credit amount, which is the reason for the big loss. He said that they shouldn ' t approve plans and sign plats before their time . It is too late to do anything about it because the Administration had voted on the approval for the bond. He suggesting making sure that this never happens again and that the city lost out on a significant amount of cash. i Alderman Sticka asked how they could prevent this from ever happening again. Mr.Wywrot said not to approve a plat before the engineer' s estimate and plans are approved. He informed that the bond was posted and that they had done a lot of work, but the net reduction is only ten thousand dollars . The bond should have been much more, but it never was . Now it can be reduced to the figure of $ 174,267 .28 , and that is what he recommended. Alderman Kot asked if that was where the bond should be today. Mr. Wywrot answered yes. I Page 2 of 10 Alderman Besco suggesting having a policy that would make so the committee cannot vote for j approval of bonds until they have the engineer' s estimate in their hands. He thought that with such a policy it would help to make sure there would be no more incidences like this one . Alderman Sticka agreed and added that when staff gives these types of requests to them that they listen to the staff and their opinion. Aldermen do not have the qualifications to come up with their own cost estimates . I Mr. Wywrot said that dollar amount lost was $ 12,000 in Administration Fees . Mr. Dhuse commented that now the bond is where it should be. Mr. Wywrot added that once Inland gets the plats recorded and the plans approved, they do end up getting the job done. Regardless, there are some things that happened here, that should not have happened. Alderman Kot said he wants to make sure that this never happens again. Mr. Dhuse said that there hasn't been another incident like this since 2000, and that the Council has been very conscious about it. If Mr. Wywrot is on vacation at a time when bonds need to be approved, then nothing gets approved until Mr.Wywrot is back and has the time to review it. Mr. Wywrot stated that they did receive the appropriate Administration fee for Unit 3 . He commented that Inland has done a great amount of work there, and the bond can be reduced to $210,538 . 98 . The remaining amount would be $ 147,336 .35 . He recommended that this bond also be reduced. The committee agreed to approve Units 2 & 3 letters of reduction. This item will go to COW on February 4, 2003 , YBSD Easement for Sanitary Sewer River Crossing This item refers to the memo submitted from Mr. Wywrot to City Administrator Tony Graff. j Mr. Wywrot stated that the Sanitary District needs to put in a large sanitary sewer across the river. It will come across the opposite side of Adams Street and then cross the Corlands property, which the City is buying from them. Alderman Besco asked about conditions in the agreement of building on the Corland land. Mayor Prochaska said that Attorney Dan Kramer had written a paragraph that went with the j agreement to Corland for this specific purpose. Alderman Kot suggesting researching this . He pointed out that the last paragraph in the letter from Park and Rec . Director Laura Brown had indicated that the IDNR might require an environmental assessment. Mr. Wywrot commented that Mrs . Brown was certain about that. i Alderman Kot asked if it would be something that could tie the project up. Mr. Wywrot said that it will be something to have to worked through, but isn' t insurmountable by any means. Mr. Wywrot recommended going through with this project. He said that he sent a copy of this memo to Walter Deuchler Associates, Inc . , so that they could get going into checking what might be required to get any sign-offs from the IDNR for the easement. He also checked with them about the existing siphon chambers, and they intend to keep the old siphons as a back up . i i Page 3 of 10 This item will go to COW on February 4, 2003 . i Van Emmon Street Repairs This item is in regards to the County and their plans to do street repairs to sections from Route 71 to the City ' s eastern city limits. They wanted to know if the City would be interested in participating in the project that would extend work to Route 47 . i Mr. Wywrot stated that Fran Klaas had called him and said that this would be a great opportunity especially since there are plans to put in a water main on Van Emmon . In order to get back on the County' s project there might be some things that need to be done in house or tack on to other projects like curb and sidewalk replacements through the other annual projects. Mayor Prochaska asked if this was an overlay project. Mr. Wywrot said that it was but the County project was basically going to be primed, patched and over-laid. IDOT will not allow the County to expand the scope for the work, so the other work we would have to do ourselves . This would include the water main project, sidewalks and B-boxes, etc. Mr. Wywrot requested approval from the committee to send this item to COW to add to the Capital Improvement Program. Alderman Sticka asked if the City would be using the same contractor as the County. Mr. Wywrot said they would. The County would do all the bidding for it. It would be bid out as one single project; one contractor and the County would over see all of it. There might need to be an inter- governmental agreement. The County will pay the contractor and the City will fund its portion of the project. i Alderman Kot mentioned a complaint he received from residents about a water drainage problem between Heustis and Mill streets . Mr. Wywrot said that it might be one of the tasks that IDOT would not allow to incorporate into the project, so the City would need to take care of that separately. Mr. Dhuse stated that it was a project that they were going to take care of. They have plans to straighten out the ditch there . i This item will go to COW on February 4, 2003 . Fox Hill — 1728 John Street Resident Sandra Partin of 1728 John Street had sent a letter to City Engineer Joe Wywrot requesting the relocation of a fire hydrant that sets precariously at the end of her driveway. She said that the driveway curves around the hydrant and ends up in a blind spot. She said that her tire popped and that she has car damage from striking the hydrant while backing out of the driveway. Alderman Sticka asked if she was the original home- owner. i Mrs . Partin said yes . She claims to have asked the builders (Innovative Builders), if the hydrant would be in the way once the house was built. She said the builders said that it wouldn' t. City Engineer Joe Wywrot commented that the home is set on a corner lot off from an eyebrow cul- de- sac and that there are limitations of where that driveway can be. He stated that if he was living there he would want the driveway going out to the cul de sak, but unfortunately the hydrant is placed there. i i Page 4 of 10 i Alderman Joe Besco asked if was a roll over curb . Mr. Wywrot said yes . i Mrs . Partin stated that they had asked the builders if they could flip the house so that the driveway would have been on the opposite side but they told her that it couldn 't. Alderman Sticka asked if the house could have theoretically been designed so that the house was on the other side. Mr.Wywrot said that Innovative Builders probably has models that are designed in certain variations of it and it didn ' t work out. Alderman Sticka asked if there could have been anything that forced the driveway to be put on that side, or if the geography of the lot might have affected what side the garage would be placed. Mr. Wywrot said no, that it was based on choices . Alderman Besco asked Mrs . Partin if she had mentioned anything to Innovative Builders after the house was built. She said yes and they said that there was nothing they could do about it. She said that is why she wrote to Mr. Wywrot to ask if the City could move it Public Works Director Eric Dhuse informed the committee that the city hasn 't accepted the water main yet and therefore couldn ' t touch the hydrant. i Alderman Larry Kot stated that over a year ago they had a very similar request for a hydrant removal in the old part of town. They told the resident of that home that since the hydrant was over 100 years old the City wouldn 't touch it unless there was an incident where the water main there were to break. He said the difference with that incident and Mrs . Partin ' s problem is that her home is in a new development. Alderman Kot expressed his concern about the situation. He asked if there was anything that Dresden could do about it. li Mr. Wywrot noted that the hydrant was there before the house and if anyone should be responsible for it, it would be Innovative Builders. In his opinion the builders should have realized the problem and advised the homeowner to switch lots or make changes with the plans . i Alderman Besco commented that the builders should have known it was going to be a problem when they dug the hole for the home. They should have known where the garage was going to be even before then . Alderman Kot stated that it should have been common sense . Alderman Sticka suggested putting in ballards around the hydrant, j j Mr. Dhuse the ballard would actually do as much or more damage to a car. Alderman Kot asked why it was too late to approach the builders. I i. Page 5 of 10 Mr. Wywrot said that the homeowner has already paid the builders so they might not feel responsible for it and the homeowner would have to decide if it is worth going to court over. He also said that he doesn 't know whether or not she would win. i Alderman Joe Besco asked if this was an undertaking whether by the homeowner or whoever what would it cost. i Mr. Wywrot said it could cost $3 , 000 - $5 ,000 to move the hydrant. It would also depend on where it was located. He asked Mrs . Partin how much room there was between the pavement at the pedestrian trail near her home and the hydrant. i Mrs . Partin thought it was between 10 — 15 feet. I Mr. Wywrot said that if there was enough room, that it could possibly be moved. He mentioned that there was a similar situation in Sugar Grove and the town told the builder that the builder would be responsible for moving the hydrant there. The homeowners there still had leverage because they had not yet paid the builder in full . Alderman Besco asked if Bill Detmer does the inspections for sewer hook — ups to the foundations . ! Mr. Wywrot said yes and that he did see it but it was already too late by then the foundation was already in. He said that he did check with the building department and there was no way of how this could have been caught. It is assumed that people use common sense when placing homes and do not put a garage in front of a hydrant. Alderman Besco commented that with the builders they have coming into the City right now that they might consider setting a standard for where hydrants are placed, since they are seeing more and more of this kind of thing. He felt it would be a safety issue . Mr. Wywrot stated that they do have some standards of where a hydrant cannot be located such as 10 feet from a tree or streetlight. Alderman Sticka pointed out that that this standard is imposed on developers but another one should be imposed on builders. Alderman Besco agreed. I Mr. Wywrot said that he would check into the standards to see if it says anything about how far a hydrant can be placed from a driveway. He said that standard would apply to a builder as much as a developer. There might be a code in the books on that. It would still be a matter of going to Innovative Builders and telling them that they did not apply to that particular city ordinance. Alderman Joe Besco pointed out that if by ordinance the driveway cannot be within 2 feet of the hydrant, in this case the builder just moved the driveway over. Alderman Sticka said that they need to research the ordinance to see what it says. He felt that maybe there should be an ordinance that states some distance between a driveway and a fire hydrant. Alderman Kot suggested that the builder may have seen the ordinance, and thought he may have complied, and this is what we end up with. I Page 6 of 10 I I Mr. Dhuse suggested that when the builders come in for a permit for the engineering plans, that they should show where drives will be put in. As of right now they do not have to show that in their plans . If they show it then somebody can review it for approval . j i Mr. Wywrot stated that the letter from Bill Detmer indicated that from the building department ' s perspective nothing was done incorrectly. In other words the builder or the homeowner didn 't violate any building codes . Alderman Kot agreed with Alderman Besco in that they should get some input from Attorney Dan Kramer. Alderman Kot asked what kind of crew and how long would it take to move the hydrant. Mr. Dhuse said that it would be an all day job . He also expressed his concern about the water pressure since the hydrant is connected to a16 ' main. The main would have to be turned off, and most of the approach would need to be torn out. With all of that it could turn into a 2 or 3 -day job . He also pointed out that it isn 't the City 's hydrant and they cannot touch it. Mrs . Partin asked if she should go to the builder and request them to move it. I Alderman Kot told Mrs . Partin that the committee would send her request to the City Attorney to review and get his opinion. He told her she might receive a letter from the attorney stating that the City is not liable, and then she could present that to the builder. This item will come back to the next Public Works meeting on February 24, 2003 . Water Reports for December 2002 It was reported that there due to weather conditions there were 2 water main breaks and 210,000 gallons of water lost on the first break. Public Works Director Eric Dhuse said the second break happened today and it took a long time to fix. The total amount of gallons of water lost there hasn't been determined yet. Alderman Kot asked if there was any reason for such a significant drop in water usage in December. Mr. Dhuse said it was simply related to the cold weather. People do not seem to use as much water during that time . I Alderman Besco mentioned that with the weather fluctuating that there might be more water main breaks . Mr. Dhuse said that could be the case. Also discussed were the water meter repairs and replacements that were attached to the water report. Mr. Wywrot pointed out that many meters replaced were new. Mr. Dhuse said that they do return them and get credit for them. This item will go to the next COW on February 4, 2003 . j Truck Orders Mr. Dhuse reported that this was in regards to the big truck being ordered. It is a new 5 yard, single axle dump truck. He said it was ordered in January and they should have possession of it by October. He said getting help from the Capital Improvement; they were able to keep up with Page 7 of 10 replace the old trucks. By keeping the newer trucks serviced they are more dependable than the old trucks . He said that it is bid is through Prairie International . Alderman Kot mentioned that it was budgeted on the 5 -year plan. Alderman Besco asked if there was anything specific that Mr. Dhuse was looking to purchase in the future. Mr. Dhuse said if there are some new developments coming in, they might need to look at purchasing a good size trailer for hauling around equipment, and a small track machine. Mr. Wywrot asked if the truck would be kept indoors . Mr. Dhuse said yes . This item will go to COW on February 4, 2003 . I Ordinance Vacating Utility Easement on Lot 1 , Block 2 in Fox Industrial Park Unit 1 Mr. Wywrot stated that this was related to the Burk Drywall Development on Route 47 off from Beaver Street. He said that when Fox Industrial Park Unit 1 plat was recorded 30 years ago there was an easement along the south line of lot 1 . That needs to be vacated in order to allow a building to be built there . He recommends vacating that easement since there is nothing there that he is aware of. He also recommends that it be handled as one easement that they need to get dedicated to the City for that development. The easiest way to deal with this is a plat. Burk Drywall still needs to speak with Attorney Dan Kramer for his opinion. Alderman Kot agreed that it should be done all at once. Mayor Prochaska asked if Burk Drywall is re-platting. Mr. Wywrot said no, that it is a Plat Act Exemption. It is a sight plan that is approved at staff level, with the acceptance of these easements . This item will go to COW on February 4, 2003 . r i Revised Engineering Agreements with EEI for Water Improvements Alderman Kot stated that he had asked Administrator Graff to see if they could get EEI to come to the next COW meeting to give an update of the project. He said originally they were going to have EEI come to tonight' s meeting, because of the changes taking place and the agreement that is changing with them. Mr. Wywrot elaborated on the situation and said that the City will be saving a lot of money by going back to cation exchange, but that they need to come up with a new engineering agreement to reflect that. He said that they would also need to change some of the water main routing through town to redistribute the water because the plant is at a different location now. He said when The Highlands and Windett Ridge development agreements were approved, we obligated ourselves to construct some water improvements down there which include a new reservoir and booster station. He stated that with the coming of new growth that we need more pumping capacity very soon. For that reason they asked EEI to include engineering for a new well in the south zone and to get wells in each pressure zone eventually. Alderman Kot asked if the estimated costs on page 2 was for the full project. Mr. Wywrot said yes, it would include : 1 ) The North Tower 2) The South Tower at the Highlands 3) Radium treatment 4) Water mains through out town i i Page 8 of 10 I 5) Replacement of some old water mains 6) The SCADA system Mr. Wywrot said that he informed EEI to be prepared to come to the COW meeting with a presentation on February 4, 2003 . OLD BUSINESS : i Fox Hill Subdivision Acceptance Alderman Kot stated that this has yet to be discussed with Attorney Kramer. i There will be an update next month. I Wetland Protection Ordinance This item was tabled. Sanitary System Overview This item was tabled. Proposed Soil Erosion & Sedimentation Control Ordinance Mr. Wywrot stated that the ordinance that they had looked at from before was from the village of Montgomery. In checking it they found that it was much like the copy of the NIPC model ordinance for soil and ordinance control. The major change was that the appeal process was greatly simplified. This would allow for this ordinance to go straight to City Council to view. He felt that was the best way to do that. This item will go to COW on February 4, 2003 , Historical Street Names Alderman Kot stated that the Human Resources would be the key to helping with aid of this project. A group of volunteers review the criteria, and then make recommendations to us as to what names would meet the criteria. They did come up with one list. See attached. It has come to this committee for a review but is on the next COW meeting agenda. Unless someone had any objection to any of the names, then it would go to the next level. i Alderman Sticka stated that he did object to using politician' s names while they are still in office . j Alderman Besco said that though their contributions have been good, he agreed with Alderman Sticka, Alderman Sticka felt that it is stepping over boundaries when honoring one political party while they 're still in office. He said that they are worthy people, but as a general rule would it be a wise idea to not use their names while they 're in office. Alderman Kot said that it was a legitimate concern, and he can see both points of view. He said that he did like the idea of honoring people while they are still here to appreciate the honor. Alderman Sticka said he agreed with that. Mayor Prochaska said that it is a difficult thing to decide . The accomplishments are there, but we do not know what tomorrow will bring. i Ili Page 9 of 10 I Alderman Sticka pointed out that the US government honors people on postage stamps . They I usually do not do it for living people . He disagreed with honoring people with street names while they are still in office ; he felt it was premature . Mayor Prochaska suggested changing the ordinance so the names of people still in office would not be submitted. This item will be brought to COW for a full vote on February 4, 2003 . Street Survey Update — Smith Engineering Mr. Wywrot stated that Smith Engineering did submit a draft and based on the streets we had given them, they identified 3 basic areas . They preformed soil borings to find out what the existing road is made out of and what type of dirt is underneath of it. He said they are coming up with a new recommendation to get a big tiller to till the road until it is pulverized. Then it is mixed in with whatever stone base is there beneath it. Then it is shaped and compacted and becomes the new base of the roadway. Asphalt is then laid on top of that. i Alderman Sticka asked what the benefits of doing it this way. Mr. Wywrot said that it is less expensive and is utilizing every bit of the same road that can be used. In conjunction with this Smith is recommending drainage improvements, because water causes a great amount of damage to the roads. He sa id that the costs b standards would amount to $3 ,000,000 . He said there is storm y IDOT ' s standa sewer work and water main work that is not included in that cost. We would need to do that work regardless of the type of roadway work we do . The roadway and water main works are about a $ 1 ,000 ,000 combined. Going with the tilling method and the underground improvements would amount to $2,500,000 . Alderman Kot asked if any of the water main work fits in with what EEI is purposing. Mr. Wywrot said no. Alderman asked if by doing this the cheaper way are we still going to end up with a road that will i last? Mr. Wywrot said the road would last for 10 years. Alderman Kot asked how long the roads would last if it were done the IDOT way. Mr. Wywrot said 20 years . Mayor Prochaska felt that by doing it the cheaper way that they could still get enough years out of the roads and at least bring them up to a standard. Alderman Kot suggested sending this to Finance Director Traci Pleckham to get her opinion on finance options . This item will come back to the next Public Works meeting on February 24, 2003 . ADDITIONAL BUSINESS Mayor Prochaska asked if the piles of salt left over could be moved. He said there was a pile on Johnson and one on east Main. Mr. Dhuse said he would ask his crew to take care of it. Page 10 of 10 I i Alderman Kot asked if some gravel could be laid on the corner of Fox and State where the pavement drops down. Alderman Kot asked why utility boxes were put in front of the new Wendy ' s . I Mr.Wywrot said that it is the temporary lift station with control boxes and a stand by generator. He said that once the Countryside Parkway interceptor is built, then the lift station will be moved across the street. Meeting adjourned at 8 : 00 p .m. I Minutes by Theresa Brady Corrections by Jackie Milschewski, City Clerk as per Committee and City Engineer li I i i I i I i i I I I I i i I I I II